Language Features of Business English.doc

毕业论文(设计)Language Features of Business English1. Introduction22. Selection of words in business English32.1 Using short and familiar words and expressions42.2 Choosing simple words52.3 Avoiding old words52.4 Selecting precise words52.4.1 Choose accurate facts and figures62.4.2 State what people will say matter-of-factly62.4.3 Understand the commercial terms correctly72.4.3.1 Terms for prices72.4.3.2 Terms for shipments72.5 Using logical expressions82.6 Using concrete words83. Construction of effective sentences in business English93.1 Using short sentences93.1.1 Limiting sentence content103.1.2 Economizing on words103.1.2.1 Avoid cluttering phrases103.1.2.2 Eliminate surplus words113.1.2.3 Avoid unnecessary repetition of words or ideas113.2 Arranging sentence emphasis123.3 Giving the sentence unity133.3.1 Avoid unrelated ideas133.3.2 Avoid unnecessary repeat143.3.3 Avoid illogical constructions153.4 Using active voice and passive voice properly163.5 Using concise sentences173.6 Using lots of formulas174. Development of paragraphs in business English184.1 Five ways to develop a paragraph184.1.1 By illustration184.1.2 By comparison or contrast194.1.3 By discussion of cause and effect194.1.4 By classification204.1.5 By discussion of problem and solution204.2 Professional plan for paragraph development214.2.1 Primary ideas214.2.2 Related sentences214.2.3 Other sentences224.3 Achieving paragraph coherence224.3.1 Repetition of key words or key ideas224.3.2 Using transitional expressions235. Creating positive language instead of negative language in business English235.1 State information positively245.2 Eliminate negative language and language with negative connotations246. Conclusion25References271. IntroductionBusiness English is a branch of English language system. It refers to the special English that serves for international business routines. The special way of information transmitting in business activities accounts for the special features of business English. Along with the rapid development of global economy integration, Chinas entry into WTO and the approach of Beijing 2008 Olympics, people from all over the world pay a visit to our booming country, the exchanges of politics, economy, education and culture between China and other countries become more frequent than before. As a language tool for international resources share, business English has been a new type of comprehensive subject. It plays a vital role in our national economic reform and innovation. In addition, business English is regarded as a bridge connecting each other in specific language circumstance. Therefore, the research on language features of business English, to some extent, may strengthen, improve and promote the informational interchange among China and other districts.Its a fact that business English is such a commonly used language in intercultural business activities that it involves all walks of life. Nowadays, Chinas market goes deep into the international economic society. In recent years, a vast majority of foreign-owned firms and multinational companies land in China, theres an increasing need of business talents. Under the tendency of economic globalization, undoubtedly, people should have strong awareness of business English and seek every possible opportunity to master it in order to meet the serious challenge of business era. On one hand, it helps business English learners to be more familiar with the general knowledge of business English, and then they are capable of making use of language skillfully. On the other hand, it enables people engaging in business affairs to enhance their abilities of befitting applying business English, which assists them in freely and properly taking advantage of the language tool while doing business at home and abroad, and nurtures a large number of elites speaking fluent business English to meet the need of competitive business talents. People want to be successful while dealing with business tasks, its obvious that just having some common English language knowledge is incompetent at a job, its far from enough. Thus, its worth analyzing the language features of business English from words selection, sentence construction and paragraph development so as to be qualified with the task. 2. Selection of words in business English The major part of adaptation is selecting the right words and expressions. The right words and expressions are those that communicate best and have clear meanings in readers mind. Selecting the right words depends on the ability to use language and good judgment. 2.1 Using short and familiar words and expressions Short words and expressions tend to be familiar ones that are daily-used words. Using familiar words and expressions means using the language that most of the native speakers use in everyday conversation. Its better to avoid the difficult words that do not communicate very precisely. For example, its better to use “end” instead of “terminate”, prefer “use” to “utilize” and “stop” to “discontinue”. The suggestion of using short and familiar words doesnt rule out the use of some difficult words. One should use them if their meanings fit the purpose best .The best suggestion is to write the words and expressions business writers are familiar with.The following examples will illustrate the effect of using short and familiar words and expressions in communication. For example:(1) a. We wish to acknowledge receipt of your letter of May 2 with the check for $200 enclosed and wish to thank you for the same.b. Thank you for your letter of May 2 and the check for $200 you sent. Anther example:(2) a. Company operations for the preceding accounting period terminated with a substantial deficit.b. The company lost much money last year. (廖瑛, 2002:49)The latter sentences of the two examples using short and familiar words and expressions express the meaning much clearer. Now that business English is mainly concerned with clear, concise, and accurate language, people should emphasize words and expressions that are familiar and short. 2.2 Choosing simple wordsSince businessmen make efficiency their priority, simple words are applicable to achieve this goal. Another reason is that the way of information transmitting in business routines has been regarded as the most important part of business; using simple words is also good for people to communicate, to catch the words immediately, while complex and rare words are hard to understand. So its advisable for businessmen to use simple words rather than complex words or rare words. 2.3 Avoiding old words As a language tool in present-day business era, business English should keep pace with changes in modern society. Its obvious that obsolete commercial jargons are gradually being replaced by modern English in the English-speaking world.Out-of-date commercial jargons Modern EnglishAcknowledge receipt of Thank you forDue to the fact that as, because or sinceat your earliest convenience as soon as you can (王乃彦, 2005)2.4 Selecting precise words Practical English writing for international business must be correct; otherwise they may be misunderstood. Practical English writing for international business, especially business letters are bases for various commercial documents such as contracts, agreements, so they are related to the rights and obligation of the two parties of a trade.“Preciseness refers much more than that of grammar, punctuation, and spelling of words, which are the fundamental elements” (Frailcy, 1989:147). A letter may be perfectly speaking, but still it at times doesnt achieve desired effect. To guarantee the correctness of business English, the writer should always bear in mind the following:2.4.1 Choose accurate facts and figures Business letters are related to the rights and obligations of the two parties of a trade. Thus the accurate facts and figures should be chosen to meet the need of the buyer and the seller. For example:(3) You ask very short delivery for your order.The phrase “short delivery” refers to “short-weight” not to “quick delivery”, so the sentence should be changed into: “You require quick (prompt) delivery of your order.” (4) All offers by telegram are open for five days.The above sentence doesnt clearly explain or account for specific 5 days, and should be changed into: “All offers by telegram are open for 5 days inclusive of the date of dispatch.”2.4.2 State what people will say matter-of-factly In order to make sure that the reader has a good understanding on what the business writer intends to express, people should not overstate or understate. Either overstating or understating may destroy preciseness. For example: One shouldnt say: It is the lowest price available to you. We assure you that this error will never occur. One should say: It is the lowest price we can offer now. Well do all we can so that we may not repeat such an error. 2.4.3 Understand the commercial terms correctly 2.4.3.1 Terms for prices In the course of business negotiation and contract conclusion, appropriate trade terms for reasonable price should be chosen. Because different trade terms tell different prices, its crucial for people to precisely comprehense them, and then properly use them in international business practice. EXW (Ex works), FOB (Free on Board), CIF (Cost, Insurance and Freight), for example:(5) Whats the basis are we to offer, FOB or CIF? (黎孝先, 2000:25-30)2.4.3.2 Terms for shipments Shipment refers to the carriage of the goods from the seller to the buyer, and its realized by transportation services. The terms for shipment make great difference to the achievement of international business transactions. Therefore, the elements of time and types of shipping services should be under careful consideration while dealing with the transportation of goods in a contract. a. Partial shipments to be prohibited b. Shipment not later than May 5.c. Minimum of each lot to be 700 cases, for example:(6) We shall be grateful for prompt delivery as the goods are needed urgently.2.5 Using logical expressions The logical expressions are prominently featured in business English documents and contracts, especially in the expression about time and number. For example:(7) The goods shall be shipped per M.V. “Dong Feng” on November 10 and are due to arrive at Rotterdam in 10 days.Here, the writer must use the preposition “in” to express the meaning about “several days later” rather than the preposition “after”. Because the preposition “after” can not exactly define the day the goods will arrive. (8) Our terms are cash within three months, i.e. on or before May 1.Here, “on and before” express the date shall be before May 1, and May 1 is inclusive.2.6 Using concrete wordsConcrete words refer to specific persons, places, concepts, and actions. They bring to mind sharp images and arouse strong feelings. Abstract words, such as “honesty and freedom”, because they refer to general ideas, do not call forth immediate sensory reactions or feelings. Use concrete words to make your writing persuasive and unambiguous. For example:(9) Abstract: Our candidate won by a substantial margin. Concrete: Our candidate won by a 2-to-1 margin. (Guffey, 1998:296) 3. Construction of effective sentences in business English Words are the building blocks of communication. Sentences are the rows of blocks, well laid out and properly planned. Words do not make much sense until they are combined in a sentence to express a complete thought. Choosing the right words is basic to clear communication. What is equally basic is the task of arranging those words into clear sentences. Just as choosing words, constructing clear sentences involves adaptation to the minds of the intended readers. So its advisable to use simpler sentence structures to reach people. Use more complex sentence structures only when theyre appropriate, usually when communicating with knowledgeable people. Generally speaking, simplification is the best for all readers.3.1 Using short sentences Long sentences are usually harder to understand than short sentences for theyre packed with information that must all be absorbed immediately. So the more words and the more relationships therere in a sentence, the greater the possibility for misunderstanding. Emphasis on short sentences, however, doesnt mean that one should never use long sentences. Medium-length sentences (those about 20 words) are useful for showing the relationships among ideas. Short sentences are tailor-made for emphasizing important information.3.1.1 Limiting sentence contentLimiting content is one way to make short sentences. It is largely a matter of selecting thought units and making separate sentences of most of them. Shorter sentences give more emphasis to content and to organization of the subject matter than longer sentences. In that case, they communicate better. For example, if the sentence “I wish to express my heartfelt gratitude to you for your kind cooperation.” Were changed into or shorten as “Thank you for your cooperation.” Obviously, the latter is better in communication. However, too many short sentences give a choppy effect. Its necessary to avoid these effects by varying the length and order of sentences.3.1.2 Economizing on wordsEconomizing on words generally means seeking shorter ways of saying things. Once trying to economize, one will probably find that his present writing is wasteful and that he uses uneconomical wording. “Some of our most common and comfortable phrases are actually full of word fat; when examined carefully, these phrases can be pared down considerably” (Guffey, 1998:296).3.1.2.1 Avoid cluttering phrases In the sentence “In the event that payment is not effected by March, the operations will cease.” Its better to use “if” to substitute for “in the event that”. Thus, the sentence becomes shorter without loss of meaning. For example:Cluttering phrases Shorter substitutionsIn near future soonFor the reason that since, becauseWith regard to, with reference to about (Guffey, 1998:296)3.1.2.2 Eliminate surplus wordsWords that are needlessly repetitive are said to be “redundant.” Business writers can achieve greater efficiency by eliminating redundant words or phrases. For example:(10) Redundant: The examples shown in Figure 2 illustrate letter styles. More efficient: Figure 2 shows letter styles. (Guffey, 1998:297)3.1.2.3 Avoid unnecessary repetition of words or ideas Repeating words obviously adds sentence length. Of course, such repetition sometimes serves as a purpose when its used for emphasis or special effect. Here are some padded phrases often used in business letters. For example:(11) Would you please send us the samples at any time in May?(12) It will cost the sum of $135. (Huang Liulin, 1995:83)Nothing has been lost in meaning or effectiveness without the italicized words. Repetition of ideas through the use of different words that mean the same thing is known as redundancy. Such repetition is illogical and can rarely be defended. For example:(13) Our new model is longer in length than the old one.(14) The consensus of opinion is that shipment has to be made before October. (Huang Liulin, 1995:78)Its clear that the adjective “long” modifies length. The noun “consensus” indicates “the opinions of all the persons”. So the sentences should be changed into:(15) Our new model is longer than the old one. (16) The consensus is that shipment has to be made before October.3.2 Arranging sentence emphasis The sentences business people write should give the right emphasis to content. Any written form of business communication contains a number of items of information, but not all of them are equally important. As a business writer, his or her task is to form the sentence to emphasize the importance of each item. The length of sentence affects emphasis. Short, simple sentences carry more emphasis than long, involved ones. They give the reader a single message without the interference of related or supporting information. Longer sentences give less emphasis to their contents. When a sentence contains two or more ideas, the ideas share emphasis. Consider the following sentences and see how they share emphasis. For example:(17) The company earned profit. The profit occurred in spite of the price rise in raw materials.(18) Although there was price rise in raw materials last year, the company earned profit.(19) The company suffered from price rise in materials last year, although it earned profit. (许小平, 2000:39)In the first sentence, both items are given equal emphasis by placing them in separate short sentences. In the second sentence, the two items are presented in the same sentence with emphasis on the profit. In the third sentence, the two items are presented in one sentence with emphasis on the price rise. The preceding illustrations show how sentence construction can determine emphasis. People can make items stand out, treat them equally, or deemphasize them. Determining emphasis is a matter of good judgment. But what business people do must be the result of sound and logical thinking. 3.3 Giving the sentence unity Good sentences have unity. For a sentence to have unity, all parts of a sentence should concern one thought. In other words, all the things put in a sentence should have a good reason for c